Overview
Provide administrative support services for FAO programmes and projects in Angola, ensuring that Travel actions are carried out in compliance with FAO rules, regulations, and internal procedures.
Key Responsibilities
- Compiles, consolidates and maintains the Monthly Travel Plan and ensures timely submission to the Travel Committee;
- Initiates travel authorizations for national and international travel, ensuring adherence to travel plans, security clearances, terms of reference, and liaison with travel agencies.
- Processes travel expenses claims for both national and international travel in accordance with the Organization’s rules and policies; verifies travel performed against appropriate entitlements;
- Prepares all travel-related documentation in the FAO corporate systems, including Travel Authorizations, Payment Requests, Security Clearances and Travel Expense Claims for programme and project staff;
- Identifies, reviews and claims refunds of travel costs from travel agents or travellers; processes authorized lump sum payments, travel advances and post-factum claims and takes necessary follow-up action;
- Supports staff and consultants in the purchase of air tickets; liaises with in-house travel agents to ensure the most economical routings and fares are obtained;
- Creates and maintains vendor records (mainly for non-staff travellers) in the GRMS system;
- Briefs and de-briefs staff on travel-related administrative matters, including visas, security clearances and documentation procedures; in liaison with the FAO Office Assistant, supports protocol arrangements and follows up on visa requests with the Ministry of Foreign Affairs;
- Extracts, inputs, maintains and verifies the correctness of travel records in the Organization’s corporate systems; assists in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking follow-up action;
- Assists in the preparation of travel cost budgets and maintains budgetary and statistical control records; prepares activity budgets and corresponding advance requests under the guidance of program project coordinators;
- Arranges and coordinates training venues and accommodation for invited participants to workshops, seminars and meetings; ensures completion of security requirements by all travellers;
- Issue travel purchase orders for projects under the express guidance of the project and/or programme, upon submission of technical specifications; initiates Administrative, Financial and payment requests for small purchases;
- Initiates and monitors procurement processes process in the GRMS system; tracks the requisitions table for all ongoing projects and follows up on the finalization of procurement;
- Supports the collection of DSA information, travel agency data and other administrative surveys; collaborates with UN agencies, local authorities and implementing partners on travel and administrative matters;
- Manages UN Mobility requests, ensuring accuracy, completeness and timely processing in line with corporate procedures;
- Maintain office files and reference systems according to standard procedures, both electronically and in paper format.
- Compile and organize information from various sources for reports, create spreadsheets and presentations, and manage databases for mailing lists and other information.
- Performs any other duties as required.
Required Experience
Two years of relevant experience in office support work.
Qualifications
Secondary school education.
